Data Protection and Privacy Policy for Job Applicants

Woodmeadow Trust is a Charitable Incorporated Organisation (CIO) registered with the Charity Commission in England and Wales number 1151831.

Woodmeadow Trust is committed to being transparent about how we collect and use data and to use ensure we are fully complaint with data protection legislation.

This policy provides information to prospective job applicants on how Woodmeadow Trust processes and protects applicant information in accordance with the General Data Protection Regulations (GDPR).

This policy details the data that we hold about job applicants, the purpose of which this data is held and the lawful basis for processing it.

Why do you need my data?

Woodmeadow Trust has a legitimate interest to process personal data during the recruitment process and to keep records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidates suitability for employment and decide who to invite to interview.

We do not keep your personal data on file for future employment opportunities.

What information do you collect?
  • Your name, address and contact details, including email address and a telephone number.
  • Information about your identity and entitlement to work in the UK.
  • Details of your qualifications, skills, experience and employment history.
  • Information about your current level of renumeration, including benefit entitlements.
  • Whether or not you have a disability for which the organisation needs to make reasonable adjustments (during the recruitment process).

We collect this data from the following sources:

  • Application forms.
  • CV’s or covering letters.
  • Emails and telephone enquiries.
  • Identity documents such as passport, drivers licence or utility bills.
  • Interviews (either in person or via video conference) and skills tests where relevant

We also process special categories of data, such as information about ethnic origin, sexual orientation, and religion or belief, for the purpose of Equal Opportunities Monitoring. This is collected on a form separate from the Application Form and you can decide how much, if any, of the form you wish to complete or leave blank. When you submit your application, the Equal Opportunities data is removed, anonymised and processed separately to your application. It is stored in a different secure location which the shortlisting and interviewing panel will not have access to.

We may also collect personal data about you from third parties, such as references supplied by form employers. We will only see information from third parties if we would like to progress your application and we will inform you that we are doing so. You

Where is my data stored?

Your data may be stored in some or all of the following locations:

  • Emails and other cloud-based access-restricted and password-protected storage systems.
  • In paper form stored in lockable cabinets.
Who can access my data?

Any data relating to recruitment is only accessible to the following people:

  • Operations staff who process and store your data.
  • Manager and other key staff members that are directly involved in recruitment and selection of the particular role you are applying for.
  • Any third parties (such as staff from partner/project organisations that are involved in interviewing for the particular role.
How is my data protected?

We take the security of all our data seriously; we have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our staff (or carefully-selected third party interviewers) in the proper performance of recruitment and section duties.

How long do you keep my data for?

If your application for employment is unsuccessful, we will hold your data on file for six months after the end of the relevant recruitment process. At the end of that period, of if you withdraw your consent at any time before this, your data is destroyed.

If your application for employment is successful, the data gathered during the recruitment process will be transferred to a human resources file located on our cloud-based server where it will be retained throughout the course of your employment.

If you leave our employment, your data is stored for a further 6 months and then destroyed, unless you he withdrawn your consent at an earlier date.

What are my rights?

As a data subject, you have a number of rights. At any time you can:

  • Access and obtain a copy of your data on request.
  • Require us to change incorrect or incomplete data.
  • Require us to delete or stop processing your data (where the data is no longer necessary for the purposes of processing your application).

If you have any queries relating to this policy, the management of data obtained during recruitment processes, please contact:

Emma Daniels
Administration and Marketing Manager
Woodmeadow Trust
Little Annexe
Estate Office
YO19 6EA

If you are dissatisfied with how we use your data, you can submit a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues

What if I don’t want to provide my data?

You are under no obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or al all